New EU social data obligations are adding another layer of complexity for the road transport sector. We asked Emilie Marin, Digital Product Manager at IRU member Axxès, about the solutions available to simplify life a little bit for operators.
Since 2026, EU social regulations require vehicles over 3.5 tonnes to collect and archive digital tachograph data. This applies across the road transport sector. It is not limited to road freight. Funeral services, flower delivery, construction, removals, tourism and passenger transport are all covered by the rules.
“Many small companies still think this regulation only concerns goods transport,” said Emilie Marin. “But that is not the case.”
And the deadlines are strict. Driver card data must be collected every 28 days, and tachograph data every 90 days. Operators must also keep a legal archive for one year.
For many small and medium-sized companies, this is an administrative issue and an operational burden. “Companies have to remember the 28-day deadline for each driver card and the 90-day deadline for each vehicle,” said Emilie Marin. “This creates a real mental load.”
Manual collection remains common. Many companies are still downloading data with a USB key connected directly to the tachograph. The process can take around 30 minutes per month per vehicle, according to Axxès customers.
It also requires coordination. The vehicle must be available. The driver may need to come to the office with their card. Managers then have to insert the card into a reader and transfer the files into their system.
“This may sound simple. But when repeated across several vehicles and drivers, it becomes time-consuming. There is also room for error,” said Emilie Marin. “If a USB key is removed too quickly, the file can be damaged. In the event of an inspection, damaged or incomplete files may be considered non-compliant.”
The regulatory scope is also evolving. From 1 July, light commercial vehicles from 2.5 tonnes crossing borders must be equipped with tachographs and comply with the same data collection and archiving obligations.
This creates new challenges, especially for companies that have not previously had to manage tachograph compliance. The cost of equipping a vehicle with a tachograph can be around EUR 1,000. For operators working on tight margins, this is a major investment.
There is also the practical question of installation. Taking a vehicle to a garage can mean downtime. And when a vehicle is not operating, revenue is lost.
“A remote download solution connected directly to the tachograph can significantly simplify the situation for operators,” said Emilie Marin. “Our solution takes around 15 minutes to install and does not require a garage or specific technical expertise.”
“For operators, the priority is not necessarily to choose one type of solution over another. It is to ensure that the process is managed properly,” she added.
Once installed, the box automatically records vehicle and driver activity. The data are downloaded remotely and archived on servers in Europe. Operators can access the platform with a login, password and internet connection. No specific software is required.
The purpose is narrow by design. The solution focuses only on compliance with social data obligations. It does not aim to replace full telematics systems or fleet management tools.
This matters for smaller operators. Many do not have dedicated fleet managers. Some are not comfortable with complex digital systems. A simpler tool can therefore be easier to adopt.
The risks of non-compliance can be serious. Fines can start at EUR 450 and rise to EUR 1,000, EUR 2,000 or more. The most common offence is the driver card not being inserted into the tachograph. If penalties multiply across several vehicles or drivers, the financial impact can be severe.
“Some companies have closed following inspections,” said Emilie Marin. “The message is simple: do not overlook this regulation.”
Manual systems can work if deadlines are tracked and files are stored correctly. Automated remote download can reduce the administrative burden and limit the risk of missed deadlines.
As tachograph obligations expand to more vehicles, operators need simple and reliable compliance processes.
(IRU)
